Smart Memo™ · Work, Decisions & Accountability
Memo management that follows your Delegation of Authority
Every memo, request and renewal goes to the person allowed to approve it. It is signed and stamped, becomes tracked work with an owner and a deadline, and leaves a record your auditors accept.
- Priced per organisation, not per user
- Live on one department in 30 days
- Signatures, stamps and reference numbers
- Approve from the phone, email or WhatsApp
Why organisations switch
The memo is how your organisation decides. It deserves better than email and paper files.
Memos that sit for weeks
Nobody can tell whose desk a memo is on until someone calls around.
Approvals outside authority
Spending cleared by the wrong person, found only when the auditor asks.
Decisions that go nowhere
The memo is approved and then nothing happens, because nobody owns the follow-up.
One closed loop
From request to decision to done, with proof at every step
Task tools manage lists. Smart Memo makes sure decided work actually gets done, by the right people, and can prove it.
Request
A memo, requisition or form, drafted from a template with AI help and a reference number.
Decide
Routed to whoever your Delegation of Authority says may approve it, signed and stamped.
Act
The decision becomes work with an owner, a deadline and escalation if it slips.
Prove
Every step lands on a tamper-evident record, ready for the auditor and the executive view.
Decide
Your Delegation of Authority, enforced on every memo
Write your limits of authority once. Smart Memo applies them to every memo and request by amount, unit and type, adds the CFO or CEO when the value demands it, and keeps duties separate.
- Thresholds by amount and currency
- Sequential and parallel stages with conditions
- Acting approvers for leave and travel, for a set period
- Requesters can never approve their own requests
Act
Approved is not the end. Done is.
Approved memos create their follow-up tasks. Routines repeat daily, weekly or monthly at every site, ask for photos, files or readings, and escalate from the lead to the unit head to executives when work is missed.
- Workstreams with owners and checklists
- Evidence required before work can close
- Out-of-range readings raise exceptions straight away
- My Work: one page of everything each person owes
Prove
See what was decided, what got done, and prove it
Leaders see on-time rates, missed routines, lapsed renewals and approval cycle times across units and sites. Auditors get a hash-chained record of every step, and anyone can verify a signed document with its QR code.
Anywhere
Approvals that do not wait for someone to get back to the office
Approvers act from the Smart Memo app on iOS and Android, from email, or from a WhatsApp prompt. Field staff complete routines offline and the evidence uploads when they reconnect.
Use cases
One platform for every decision that needs a signature and a record
Memo approval workflow
Route every internal memo to the right approvers, in the right order, with a signed record.
Purchase and spending approvals
Requisitions and spending requests that go to the person authorised for that amount.
Capital expenditure approvals
Capex memos with the business case, budget check and board-level sign-off in one trail.
Contract, permit and licence renewals
Never miss an expiry: reminders at 60, 30, 14 and 7 days, then escalation.
Circulars and staff announcements
Publish circulars to the right audience and know who has read them.
Policy publishing and attestation
Publish a policy, collect a signed attestation from everyone it applies to, chase the rest.
Branch and outlet routines
Opening checks, hygiene, cash-up and safety routines done on time at every site, with evidence.
Audit-ready approval evidence
Prove who approved what, under which authority, and that nothing was changed afterwards.
Built for
Organisations that are audited on how they decide
Government and state corporations
Ministries, state corporations, counties and regulators.
Learn moreBanks, MFIs, SACCOs and insurers
Regulated financial institutions with strict approval limits.
Learn moreMulti-site operators
Restaurants, retail chains, pharmacies, hotels and distributors.
Learn moreNGOs and donor-funded programmes
International and local NGOs, foundations and programmes.
Learn morePricing
Priced per organisation, not per user
Everyone who raises or approves a memo is included. Start with a 30-day pilot, credited in full when you subscribe.
Pilot
Prove it on one department in 30 days.
from $3,500 one-off
One department, credited to year one
Start a pilot- Three of your approval processes, configured with you
- Your Delegation of Authority mapped into the routes
- Memo templates, reference numbers and your stamp
- Training for approvers and administrators
- Before-and-after cycle-time report at day 30
- Fee credited in full against your first year
Approvals
Memo management and approvals that follow your DoA.
from $7,500 / year
Up to 500 staff
Non-profits: $5,250 / year (30% off)
Book a demo- Memos, circulars and requests with templates and reference numbers
- Approval routes by amount, unit and type, built from your DoA
- Acting approvers and delegation while someone is on leave
- In-app signatures and stamps, plus Adobe Sign and DocuSign
- Read receipts and acknowledgements
- AI drafting, rewriting and summaries
- Approve from your phone, by email, push or WhatsApp
- Tamper-evident audit trail and PDF export
- Unlimited memo creators and approvers
Approvals + Accountability
Decisions that turn into work that gets done, with proof.
from $12,000 / year
Up to 500 staff
Non-profits: $8,400 / year (30% off)
Book a demoEverything in Approvals, plus
- Workstreams with owners, work items and checklists
- Approved memos create their follow-up tasks automatically
- Daily, weekly and monthly routines with photo, file or reading evidence
- Missed-work escalation from lead to unit head to executives
- Renewals register for permits, licences, contracts and insurance
- My Work: one page of what each person owes, and when
- Executive view: on-time rates, exceptions and approval cycle time
- Ready-made packs for retail and hospitality, banks, MFIs and SACCOs
- Multi-site roll-ups by region and branch
Institutional
For regulated institutions that are audited on every decision.
from $30,000 / year
Whole organisation
Non-profits: $21,000 / year (30% off)
Talk to salesEverything in Accountability, plus
- Governed document types with a form designer and version control
- Staged routes with deadlines, escalation and segregation of duties
- Policy publishing and attestation campaigns
- Registers that update when a document completes
- Evidence packs, signature pages and QR document verification
- Retention rules that block early deletion
- Single sign-on with Microsoft Entra ID
- Implementation, data migration and a named success manager
USD, billed annually, excluding VAT. Full pricing, multi-site and on-premises options
Frequently asked questions
What is memo management software?
Memo management software replaces paper and email memos with a single system where memos are drafted from templates, routed to the right approvers, signed, published to their audience and archived with a full history. Smart Memo adds approval routes based on your Delegation of Authority, and turns approved memos into tracked work.
Why Smart Memo instead of email or a generic workflow tool?
Email has no owner, no status and no audit trail. Generic workflow tools can route a document, but someone has to build and maintain every rule. Smart Memo starts from your Delegation of Authority: it knows who may approve what, up to which amount, and who acts when someone is away, and it keeps evidence that stands up to an audit.
Who is Smart Memo for?
Organisations where decisions pass through several people and are audited: ministries and state corporations, banks, SACCOs and insurers, NGOs, universities and hospitals, and multi-site businesses such as restaurant and retail chains.
How is Smart Memo priced?
Per organisation, by staff band, not per user. Packages start from $7,500 a year for Approvals and $12,000 a year for Approvals + Accountability, for up to 500 staff. A 30-day pilot from $3,500 is credited in full against your first year.
How long does it take to go live?
A pilot on one department with three approval processes goes live in 30 days. Most organisations then roll out department by department over two to three months.
Does it work with Microsoft 365?
Yes. Staff can sign in with their Microsoft accounts, and Institutional adds enforced single sign-on with Microsoft Entra ID. Adobe Sign or DocuSign can be connected for signatures from people outside your organisation.
See your own approval process in Smart Memo
Bring one memo or request that takes too long today. In 30 minutes we will show it routed by your Delegation of Authority, signed, and turned into tracked work.